What to say when you call a clinical trial site

A practical call script: what to have ready, exactly what to say first, the key questions to ask, and what to do if the answer is no.

6 min read · Informational only, not medical advice.

Before you dial

Have these ready: your diagnosis and roughly when you were diagnosed, a list of your current medications and doses, the main treatments you've already tried, and your city or ZIP code.

Also have the study ID (it starts with NCT) and the study name from the listing, plus a pen and paper. Calling on a weekday morning often reaches the coordinator more easily.

Your opening script

You can read this word for word: "Hi, my name is [your name]. I'm calling about the study [study name], ID [NCT number]. I have [diagnosis] and I live near [city]. I'd like to find out whether I might be eligible and what taking part would involve. Is this a good time, or who should I speak with?"

If you're calling for someone else, say so: "I'm calling on behalf of my [relationship], who has [diagnosis]." If you reach voicemail, leave your name, the study ID, and a call-back number.

The key questions to ask

Am I potentially eligible, and what would rule me out? What does participation involve? How many visits are there, and how long is each one? Are costs covered, including travel or parking? Is there a placebo, and could I get it?

Write down the answers and the name of the person you spoke with.

What usually happens after the call

The coordinator may ask you some screening questions on the phone. You can choose what to share, and you can ask how your answers will be kept.

If you seem to be a fit, they may invite you to a screening visit, where they confirm eligibility and walk you through informed consent before anything else happens.

If you're told no

Being told you don't qualify is about the study's rules, not about you. Ask: "Can you tell me which criterion I don't meet?" and "Do you know of other studies that might fit?"

Then go back to the listings. There are often several studies for the same condition, each with different criteria.

Keep it simple

You don't need medical vocabulary to make this call. Coordinators talk with patients and families every day.

This guide is for information only and is not medical advice. Only the study team can confirm whether you can join.

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Quick answers

What should I have ready before calling a trial site?: Have these ready: your diagnosis and roughly when you were diagnosed, a list of your current medications and doses, the main treatments you've already tried, and your city or ZIP code.
What questions should I ask a clinical trial coordinator?: Am I potentially eligible, and what would rule me out? What does participation involve? How many visits are there, and how long is each one? Are costs covered, including travel or parking? Is there a placebo, and could I get it?
What happens after I call a trial site?: If you seem to be a fit, they may invite you to a screening visit, where they confirm eligibility and walk you through informed consent before anything else happens.
What should I do if I'm told I don't qualify?: Being told you don't qualify is about the study's rules, not about you. Ask: "Can you tell me which criterion I don't meet?" and "Do you know of other studies that might fit?"
Do I need medical knowledge to call?: You don't need medical vocabulary to make this call. Coordinators talk with patients and families every day.

Sources

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